Executive Assistant

Job SummaryThe Executive Assistant to the Group F&B Manager provides administrative, operational, and coordination support to ensure the smooth running of the Food & Beverage department. The role is responsible for managing schedules, preparing reports, coordinating with internal departments, handling documentation, and supporting daily F&B operations while maintaining confidentiality and professionalism.Key ResponsibilitiesAdministrative SupportManage the F&B Manager's calendar, meetings, and appointments.Prepare correspondence, presentations, reports, and meeting minutes.Maintain organized records, files, and departmental documentation.Handle incoming communications and direct inquiries appropriately.Operational CoordinationCoordinate with restaurant, banquet, kitchen, procurement, finance, and HR teams.Monitor department action plans and follow up on pending tasks.Assist in preparing operational reports, audits, and performance summaries.Support outlet openings, events, promotions, and special projects.Reporting & AnalysisPrepare daily, weekly, and monthly F&B reports.Maintain records of revenue, payroll, attendance, inventories, and expenses.Assist in budget preparation and cost-control tracking.Generate reports and presentations for management meetings.Procurement & Inventory SupportCoordinate purchase requests and vendor communications.Track approval status of procurement requests.Maintain records of contracts, quotations, and supplier information.Assist in monitoring inventory and stock levels.Meetings & CommunicationSchedule departmental meetings and prepare agendas.Take meeting minutes and distribute action points.Follow up with department heads on pending tasks and deadlines.Support communication between F&B management and other departments.Compliance & DocumentationEnsure departmental records are up to date and properly maintained.Support compliance with company policies and operational procedures.Assist during audits and inspections by preparing required documentation.Qualifications & ExperienceDiploma or Bachelor's Degree in Business Administration, Hospitality Management, or a related field.Minimum 2-4 years of experience in an administrative or coordinator role, preferably within hospitality or F&B operations.Strong proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook).Experience preparing reports, presentations, and operational documentation.Excellent organizational and multitasking skills.Skills & CompetenciesStrong administrative and coordination skillsExcellent written and verbal communicationHigh attention to detail and accuracyTime management and prioritizationProfessionalism and confidentialityAdvanced Microsoft Excel and reporting skillsAbility to work under pressure and meet deadlinesPreferred ExperiencePrevious experience in hotels, golf clubs, resorts, or hospitality organizations.Familiarity with POS systems, inventory management systems, and ERP platforms.Experience supporting senior management or department heads.